Senior Executive Assistant -- Ambulatory Administration -- General Hospital

Job Summary

The Executive Assistant to the Executive Vice President (EVP) of Regional Hospitals provides high-level executive, administrative, and strategic coordination support within a complex, multi-hospital healthcare system. This role functions as a trusted partner to the EVP, enabling effective leadership, communication, and execution across regional hospital operations while maintaining the highest level of professionalism, discretion, and organizational excellence.

Responsibilities

Executive & Strategic Support

• - Manages a complex executive calendar, prioritizing competing demands across multiple hospital sites and system leaders.

• - Coordinates travel, meeting logistics, and executive scheduling with attention to efficiency and executive presence.

• - Prepares, edits, and organizes executive correspondence, presentations, briefing materials, and reports.

• - Anticipates executive needs and proactively supports strategic initiatives, special projects, and leadership priorities.

Leadership & Operational Coordination

• - Serves as primary liaison between the EVP and Chief Administrative Officers (CAOs), physician leaders, senior executives, and system departments.

• - Coordinates leadership meetings, executive forums, and regional initiatives; tracks action items and follow-through.

• - Supports preparation of materials for executive leadership meetings, board and committee meetings, and external engagements.

Communication & Confidentiality

• - Handles sensitive and confidential matters including personnel, regulatory, financial, and strategic issues with sound judgment.

• - Supports internal communications, leadership messages, and change-management efforts with professionalism and discretion.

• - Represents the EVP’s office with credibility, diplomacy, and emotional intelligence.

Administrative Excellence

• - Maintains organized electronic files, document management systems, and executive workflows.

• - Processes expense reports, tracks approvals, and coordinates administrative processes in alignment with system policies.

• - Ensures compliance with organizational standards, governance requirements, and applicable healthcare regulations.

Knowledge, Skills & Abilities

Patient Group Knowledge (Only applies to positions with direct patient contact)

The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department’s identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients.

Competency Statement

Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist.

Common Duties and Responsibilities
(Essential duties common to all positions)

1. Maintain and document all applicable required education.
2. Demonstrate positive customer service and co-worker relations.
3. Comply with the company's attendance policy.
4. Participate in the continuous, quality improvement activities of the department and institution.
5. Perform work in a cost effective manner.
6. Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations.
7. Perform work in alignment with the overall mission and strategic plan of the organization.
8. Follow organizational and departmental policies and procedures, as applicable.
9. Perform related duties as assigned.

Working Conditions

Office-based with occasional regional travel to hospital sites and leadership meetings. Flexibility required to meet executive scheduling needs.

Education

• Bachelor's Degree (Required) • Minimum 5 years’ experience in a corporate, executive assistant position, preferably in the healthcare industry

• Bachelor's Degree (Required) Additional Qualifications: • - Advanced proficiency in Microsoft Office and collaboration tools (Outlook, Word, PowerPoint, Excel, Teams). • - Demonstrated ability to manage confidential information with integrity and discretion. Preferred: • - Healthcare, hospital system, or multi-site organizational experience. • - Experience supporting system or regional executive leadership and board interactions. • - Strong project coordination or executive operations experience. Core Competencies • - Executive judgment and discretion • - Exceptional organization and time management • - Strategic anticipation and problem-solving • - Professional communication and executive presence • - Relationship management across diverse stakeholders • - Adaptability in a dynamic healthcare environment Additional Qualifications: • - Advanced proficiency in Microsoft Office and collaboration tools (Outlook, Word, PowerPoint, Excel, Teams). • - Demonstrated ability to manage confidential information with integrity and discretion. Preferred: • - Healthcare, hospital system, or multi-site organizational experience. • - Experience supporting system or regional executive leadership and board interactions. • - Strong project coordination or executive operations experience. Core Competencies • - Executive judgment and discretion • - Exceptional organization and time management • - Strategic anticipation and problem-solving • - Professional communication and executive presence • - Relationship management across diverse stakeholders • - Adaptability in a dynamic healthcare environment

Credentials

• No Certification, Competency or License Required

Work Schedule: Days

Status: Full Time Regular 1.0

Location: General Hospital

Location of Job: US:WV:Charleston

Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org